The Senior Administrative Assistant provides administrative support to the Executive Minister for Programs and Initiatives (EMPI). This support includes scheduling, document preparation, record keeping, file maintenance, providing support for staff meetings and tracking essential details to provide for the financial health of the Southern New England Conference, United Church of Christ. Responsibilities include exposure to sensitive information that require considerable use of tact, diplomacy, discretion, and judgment.
The Senior Administrative Assistant also provides program support to the Philanthropy Team at seasonal peaks, and as needed. The position reports to the Executive Minister for Programs and Initiatives and balances priorities in conversation with the EMPI.
This position also works in partnership and collaboration with the Executive Assistant for the Executive Conference Minister (ECM), strategizing together to determine how common duties will be executed.
Key Duties & Responsibilities:
- Provides administrative support to the Executive Minister for Programs and Initiatives
- May provide support to the Board of Directors and Board committees, assuring that Board agendas and materials are provided and available at Board of Director meetings
- Conducts research on topics, issues, and people, as directed, to provide background for the EMPI and Directors of Philanthropy in their leadership roles
- Provides bookkeeping support as needed
- Maintains and updates databases such as Brick River and Salesforce; provides research, analyzes data and develops reports to aid in decision-making
- Drafts correspondence, suggests actions and interpretive materials; ensures timeliness and accuracy are observed in responding to requests, letters, electronic communications, etc.
- Coordinates Search Processes for relevant staff positions in collaboration with the Director of Human Resources
- Provides support for Philanthropy fundraising ministries such as Proportional Giving, Friends of the Conference and other Conference donor appeals and mailings
- Provides support to other members of the Senior Staff as negotiated in cooperation with the Executive Minister for Projects and Initiatives
- Provides occasional Event Registration and Marketing, including copy editing
- Sends monthly donor acknowledgment letters and follow-up emails using the Sales Force and Brick River databases
- Is responsible for special projects and other duties as assigned; may attend board or similar meetings to take, transcribe and distribute minutes
- The Senior Administrative Assistant will be required to participate in Conference- Sponsored events throughout the year
- Minimum of high school diploma or GED equivalent required
- Minimum of five years of experience as an Administrative Assistant required
- Strong communication and interpersonal skills
- Strong knowledge of Microsoft Office Suite
- Ability to be flexible and adaptable as needed to accomplish goals
- Health, Dental, Vision, Life and Disability insurance; 14% employer contribution to pension plan; generous paid time off.
Data Utilization - Requires the ability to review, classify, categorize, prioritize, and/or analyze data, and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction - Requires the ability to apply principles of persuasion and/or influence.
Equipment, Machinery, Tools, and Materials Utilization - Requires the ability to use computer hardware and software and database systems in regular performance of job duties.
Verbal Aptitude - Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude - Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.
Functional Reasoning - Requires the ability to apply principles of influence systems, such as: motivation, incentive, and leadership. Ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.
Situational Reasoning - Requires the ability to exercise the judgment, decisiveness, and creativity required in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
Physical Ability - Tasks involve the ability to travel to meetings outside office, exert moderate physical effort, and may involve some lifting, carrying, pushing and/or pulling of objects and materials up to 20 pounds. Tasks may involve extended periods of time at a keyboard or workstation and/or repetitive motion.
Sensory Requirements - Some tasks require visual perception and discrimination. Requires oral communications ability.
Environmental Factors - Tasks are occasionally performed with exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, or pathogenic substances.